As a rule, in a small enterprise,specially the personnel service is irrational. Since the amount of work with personnel in small companies is usually small, the personnel documentation is assigned to one of the employees, most often a secretary or an accountant. And this is logical, creating a special rate in this case is simply not economically profitable.
Specific features of small business are such,that the personnel documentation can be conducted in the minimum admissible volume corresponding to opportunities and requirements of a small enterprise, thus only the most necessary functions are carried out. It should be taken into account that the personnel work in small organizations is carried out, mainly, as necessary, rather than constantly, and is reduced to the selection and recruitment, the dismissal of staff, the management of wages and control over labor discipline, the order of the holidays. Nevertheless, personnel policy does not lose its key importance in creating a professional and cohesive team.
Despite the absence of a specialized departmentpersonnel at a small enterprise, it is impossible to neglect the organization of personnel records management. Personnel documentation, albeit in a reduced amount, should be conducted in accordance with established rules and existing legislation, and the need for this should not be underestimated.
Legally correct and rational organizationoffice work provides optimization of document circulation and a reduction in the number of documents, improves the efficiency of personnel work. Personnel records management documents labor relations. Even the minimum list of documents required for conducting in a small enterprise is quite large. These are the main documents:
• orders and orders for employment;
• Staffing;
• labor contracts;
• personal cards;
• orders for holidays;
• vacation schedule;
• orders for transfer to another job, combining posts;
• dismissal orders;
• time sheets;
• rules of internal regulations and labor discipline;
• provision for the protection of personal data;
• labor books and a book of their registration;
• documentation on labor protection.
Any personnel documentation from this list haslegal, and often commercial value, which is a confirmation of the importance of its management and the need for proper registration. These documents confirm the rights and obligations of both the employer and the employee, and, if necessary, become important evidence in disputed situations.
Documenting labor relations providespension, social and other guarantees provided to employees by Russian law. Personnel documentation serves as the basis for calculating salaries, benefits, bonuses, to determine the insurance and work experience, the calculation of pensions, so a responsible and unerring approach to the design of these sources is important. Negligent attitude to the management of documents may adversely affect the well-being of both the enterprise and its employees.
Unfortunately, the lack of professional personnel officers in small enterprises often leads to a low quality of personnel records management and, as a result, violation of labor legislation.
To help in eliminating such violations,as they will be revealed by the labor or tax inspection, or representatives of the social insurance fund, can be audited. Audit of personnel documentation provides a set of actions to verify the correctness of the execution of documents and the correctness of record keeping. The auditors will be given an expert assessment of the risks in case of revealed violations and recommendations for optimizing the HR records to eliminate them.
Optimizing the personnel documentation can notonly to avoid penalties on the part of inspection bodies, but also to increase the controllability of personnel, to ensure the transparency of labor relations and the protection of the rights of their employees.
